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ToxExpo 2009 Rules and Regulations


ELIGIBILITY FOR EXHIBITING
The purpose of the Society of Toxicology exhibit program is to further the education of scientists working in the field of Toxicology. Exhibits must be of an educational character. Exhibits must emphasize instruments, products, or services for use in teaching or research. Books or other publications in fields of relevance to the professional interests of the Society's members and meeting registrants are also considered acceptable. The character of the exhibits is subject to approval by the Society. SOT reserves the right to refuse applications not meeting standards required or expected, as well as the right to curtail or to close exhibits or parts of exhibits that reflect unfavorably on the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.

CONDITIONS OF CONTRACT
Exhibitors agree to abide by the contract conditions published in this prospectus and on the SOT Web site and by all conditions stipulated by the Baltimore Convention Center. Exhibitors accept responsibility for informing all of their employees and agents of these conditions and agree that they will abide by them as well.

PRIORITY POINTS SYSTEM
Priority in space assignment will be conducted according to a point-based system. Previous exhibitors will receive one point for each year of exhibiting without regard to the number of booth spaces utilized. In the case of company mergers, SOT will use the highest number of years exhibited in calculating priority points. A 2010 space selection meeting will be held on Tuesday, March 17, 2009. After the 2010 space selection meeting, booths are sold on a first-come, first-serve basis.

SPACE RENTAL FEES

    Commercial Exhibits
    Inline 10'x10' Booth
    (Bounded by Front Aisle Only)    		 U.S. $2,100

    Corner 10'x10' Booth
    (Bounded by Front and Side Aisle)

    Commercial Exhibits include four complimentary staff registrations

    		 U.S. $2,200

    Non-Profit and Government Agency Exhibits
    Institutes and other exhibits that are non-profit according to the U.S. Internal Revenue Service Code will receive a discount, provided a copy of their tax exempt certificate accompanies their application for space.
    Non-profit Inline or Corner 10'x10' Booth U.S. $550*
    Government Agency Inline or Corner 10'x10'Booth U.S. $550*

    Includes two complimentary staff registrations

    *Booth assignments are made in mid-January for non-profits.  Non-profits are limited to one (1) 10 x 10 space. They may purchase additional space at the for-profit rate listed above.

TERMS OF PAYMENT
Each exhibit space application/contract submitted must be accompanied by a deposit of 50% of the total price of the space in U.S. dollars to be considered. If the deposit does not accompany application the booth space will not be held. The final payment is due and payable on or before December 1, 2008 to fulfill the contract obligation. You can make your deposit payment by credit card payment at the ToxExpo site, and when the credit card has been processed, you will receive a confirmation email. All payments must be made in U.S. currency; company check, money order or credit card.  Wire transfers are also accepted but please be sure to include the appropriate wire transfer fees. Please contact Liz Kasabian, the Exhibits Manager for details via liz@toxicology.org.

SPACE ASSIGNMENT
Applications for exhibit space are subject to approval by the Society of Toxicology. Space assignments for the 2010 ToxExpo Annual Meeting begin during the SOT 2009 Annual Meeting in Baltimore. Subsequent space assignments are made on a first-come, first-serve basis. The 50% deposit for booth space requested during SOT's 2009 Annual Meeting must be received at SOT Headquarters by July 15, 2009. If the deposit is not received by July 15, 2009, the space will automatically be available for general sale. Non-profit space assignments are made in mid-January. The Society reserves the right to alter an Exhibitor's assigned space if it is deemed necessary in the best interest of the exhibition. Application for exhibit space is subject to the approval of the SOT Council.

MERGERS
In the event that an exhibiting company merges with, is acquired by, or purchases another exhibiting company, the seniority accumulated by either company (whichever is highest) will be used. Exhibit Management must be notified in writing of such changes, including a public announcement of the transaction.

SHARING SPACE
No subletting or sharing of exhibit space is permitted. Exhibitors may not release or assign any of their contracted booth space to another company.

NON-CONTRACTED EXHIBIT SPACE
Persons, companies, or organizations that have not contracted with SOT to occupy space in the exhibit hall will not be permitted to display or demonstrate products, processes or services, solicit orders or distribute advertising materials in the convention center, parking lots or in any hotel contracted by SOT.

BOOTH SPACE CANCELLATIONS OR SPACE REDUCTIONS
Canceling exhibitors are required to provide notice in writing:
  1. Email Liz Kasabian, Exhibits Manager at liz@toxicology.org or
  2. Send a confirming letter of cancellation or space reduction to Liz Kasabian, Society of Toxicology, 1821 Michael Faraday Drive, Suite 300, Reston VA 20190.
The date the exhibitor's written notice is received will be the official cancellation/reduction date. Reduction of island space dimensions after assignment has been confirmed may result in relocation of the booth space. SOT may cancel exhibitor rooms and room blocks held by company canceling booth space. It is agreed that:

    (a) if the exhibitor cancels or reduces space between the date the application was received and September 13, 2008, the company will pay an administrative fee of 10 percent of the canceled space. Government agencies and non-profits will pay an administrative fee equal to 10 percent of the canceled space.

    (b) If the exhibitor cancels or reduces space between September 14, 2008 and November 16, 2008 the company will pay 50 percent of the total canceled booth space fee as liquidated damages.

    (c) If the exhibitor cancels or reduces space after November 16, the company will pay 100 percent of the total contracted booth space fee as liquidated damages.

    (d) If the exhibitor cancels and the Society is able to sell out the hall with for-profit exhibit space, there will be an administrative fee of $300. The balance of monies received will be refunded.

    (e) Space not claimed and occupied by 5 P.M. on Monday, March 16, 2009 will be forfeited by the exhibitor, and the exhibitor will pay as liquidated damages 100% of the total contracted booth space fee.

    (f) Exhibitors who fail to show up at ToxExpo 2009 will still be liable 100% of the total contracted booth space. No refunds or transfer of funds to the next show will be permitted.
CANCELLATION OF MEETING AND EXHIBIT
It is mutually agreed that in the event the SOT Exposition is cancelled due to acts of God, war, strikes, government regulation or advisory (including travel advisory warnings by the government or World Health Organization), civil disturbance, terrorism or threats of terrorism in Maryland and the eastern United States as substantiated by governmental warnings or advisory notices, curtailment of transportation, epidemics, disaster, fire, earthquakes, hurricanes, unseasonable extreme inclement weather, shortages or disruption of the electrical power supply causing blackouts or rolling blackouts in Baltimore or any other comparable conditions or circumstances occur either in the location of SOT's meeting or in the countries/states of origin of at least thirty percent (30%) of the attendees or along their routes of travel, making it commercially impracticable, illegal or impossible and therefore this agreement will be terminated. In such an event the affected party shall not be liable to the other for delay or failure to perform its obligations, except there shall be a prorated reduction of any fees payable or otherwise due under this agreement and/or refund of any deposits paid.

INSURANCE
Exhibitors utilizing independent contractors must provide Show Management with a certificate of insurance of not less than US $1,000,000 by February 13, 2009. All certificates of insurance must name SOT as additional insured. Exhibitors are encouraged take out a portal-to-portal rider available at a nominal cost on their own insurance policy. This will protect them against loss through theft, fire, damage, etc.

LIABILITY
The Exhibitor assumes entire responsibility and hereby agrees to indemnify and hold the Society of Toxicology, the Baltimore Convention Center, Hargrove Inc, their agents, directors, officers, employees, and members harmless from any liability, loss, cost, expense, claim, or damage caused by or resulting from any negligent act or omission of the Exhibitor, its agents or employees. SOT shall indemnify and hold the Exhibitor, its agents, directors, officers, employees, and members harmless from any liability, loss, cost, expenses, claim, or damage caused by or resulting from any negligent act or omission of SOT, its agents, directors, officers, employees, and members. If more than one of the above mentioned parties are responsible then the liability shall be apportioned between the parties based on their respective degrees of responsibility. In addition, exhibitor acknowledges that the Society of Toxicology, the Baltimore Convention Center, Hargrove Inc do not maintain insurance covering exhibitor's property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance of not less than U.S. $1,000,000 covering such losses by exhibitor.

SOT shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of this contract. It is understood and agreed that the sole liability of SOT to the exhibitor for any breach of this contract shall be for the refund of all amounts paid by the exhibitor to SOT only pursuant to this contract, as an exclusive remedy.

ENFORCEMENT OF RULES AND REGULATIONS
The Rules and Regulations of the Society of Toxicology Exhibits are intended to bring order and fairness to the medium. In addition to being subject to restriction or termination of an exhibit (see Eligibility for Exhibiting), exhibitors who violate regulations will be subject to the following sanctions:

    1st violation - Loss of current year priority point.

    2nd violation - Loss of one-half accrued points.

    3rd violation - Loss of remainder of points.

    4th violation - One year suspension of exhibit privilege.

Note: Exhibitors who dismantle before 4:45PM, Wednesday, March 18, will be subject to a one-year suspension of exhibit privilege.

USE OF SOCIETY'S NAME, INSIGNIA, LOGO OR ACRONYM
The use of the Society's name is forbidden on signs inside or outside the exhibit area and on descriptive product literature. Special exclusions apply. Reference may be made to the meeting as ToxExpo 2009 or the Society of Toxicology 48th Annual Meeting (with place and dates) on the exhibitor's advertising provided it is first approved by the Society. This rule applies before, during, and after the meeting. The Society of Toxicology name, acronym, logo, and meeting name are registered trademarks of the Society and may not be used without prior written permission.

GENERAL CONDUCT OF EXHIBITS
The following practices are prohibited by the Society of Toxicology:

    i. noisy electrical or mechanical apparatus interfering with other exhibitors;
    ii. operation of X-ray equipment;
    iii. canvassing or distributing any material outside the Exhibitor's own space without SOT approval;
    iv. subleasing of exhibit space (one company name per 10' x 10' booth);
    v. the use of billboard advertisements and/or display of signs outside the exhibit area;
    vi. soliciting participation in surveys or otherwise harassing registrants;
    vii. publicizing and/or maintaining any extracurricular activities, inducements, demonstrations, or displays away from the exhibit area during the meeting and exhibit hours;
    viii. contests or games of chance conducted on-site that violate local gambling laws;
    ix. entry into another Exhibitor's booth without permission;
    x. photographing or examining another Exhibitor's equipment without permission;
    xi. the distribution of any giveaway items (excluding items regularly manufactured by the exhibiting company) not approved by SOT and that are priced at more than $10.00 each;
    xii. exhibiting or selling products/services to prospects before the opening of the show;
    xiii. the smoking of cigarettes and cigars in the exhibit hall;
    xiv. the distribution of food and beverage, and candy not purchased through the Baltimore Convention Center;
    xv. the playing of copyrighted music without the proper licensing;
    xvi. all exhibit space must be carpeted and
    xvii. the displaying of live animals and/or animals in distress in videotapes or photos as part of a display or sales literature.
AUDIO SYSTEMS
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Director, and the Exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent Exhibitors. Exhibitors are requested to staff their exhibits during show hours with personnel attired in a manner consistent with the decorum and the meeting, as well as knowledgeable in the products and policies of the company.

The Exhibitor agrees to promptly remove from its exhibit space any person or thing that Show Management determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times.

LIGHTING
Exhibitors should adhere to the following minimum guidelines when determining booth lighting:

  • No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space.
  • Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibits or show aisles.
  • Lighting which is potentially harmful, such as lasers or ultraviolet lighting, should comply with facility rules and be approved in writing by SOT Show Management.
  • Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the ToxExpo 2009 and SOT 48th Annual Meeting.

STORAGE
Fire regulations in the Baltimore Convention Center prohibit storing product, literature, empty packing containers or packing materials behind the drape line.

EXHIBIT AND PUBLIC POLICY
    (a)Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention and public safety, while participating in this show. Compliance with such laws is mandatory for all Exhibitors and the sole responsibility of the Exhibitor.
    (b)Materials used in all parts of the exhibit construction, together with curtains, draperies and other decorative materials must be flameproof as prescribed by the fire ordinance of the city. The Fire Marshall will examine all exhibits and test construction and decorative materials prior to the opening of the exhibit. No combustible materials such as crepe paper, tissue paper, cardboard or corrugated paper or board shall be used in or about or in construction of any exhibit or part of an exhibit at anytime.
    (c)Nothing shall be posted, tacked, nailed or screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything necessary or proper for the protection of the building, equipment or furniture will be at the expense of the Exhibitor.
    (d)No Exhibitor may allow an article to be brought into, or permit any act by its employees, agents, or guests by which the premises of the Baltimore Convention Center shall in any manner be marred or defaced.
    (e)Each Exhibitor must surrender the space occupied by it in the same condition as at the commencement of its occupation. Any damage done to the premises by the Exhibitor shall be made good to the Society or the Baltimore Convention Center as their interests may appear.

AFFILIATE EVENTS
Exhibitors are not permitted to conduct events of any kind during the official SOT 2009 Annual Meeting education programs or events. If you are interested in holding an event, meeting or forum of any kind in conjunction with the SOT 2009 Annual Meeting, complete the Function Space Request Form by December 1, 2008.

DISTRIBUTION OF SAMPLES AND GIVEAWAYS
All distributions either on the exhibit floor or at hotel(s) of business-like samples and giveaways is permitted provided that
  • they are priced at $10.00 a piece or less;
  • there is no interference with adjoining Exhibitors;
  • the items must be in good taste; and
  • it is conducted in a dignified manner.

RAFFLE DRAWINGS
Raffle Drawings are permitted on Wednesday of the show; value of the one giveaway may not exceed $200 wholesale value.

CONVENTION CENTER RULES AND REGULATIONS
Exhibitor compliance with the Convention Center rules and regulations is mandatory. A copy of the rules will be included in the exhibitor service kit which will be sent to all exhibiting companies.

FIRE REGULATIONS
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the Baltimore City Fire Department's Fire Prevention Bureau or insurance carriers, may be used in any booth. The use of any type of crepe or corrugated paper is prohibited. Please see complete fire regulations to be included in the exhibitor service kit.

THIRD PARTY CONTRACTORS
Exhibiting companies wishing to utilize the services of third party contractors must notify Show Management with the appropriate forms (found at the ToxExpo Website) and return to Show Management by the close of business February 13, 2009. If Show Management does not receive this form by February 13, 2009, it will be assumed that your company will use the services of HARGROVE, INC. All exhibitors or appointed representatives are responsible for their paperwork. If exhibitors choose to use vendors other than the official vendors listed in the Exhibitor Service Manual and Hargrove, Inc., it is the exhibitor's responsibility to remind all non-official contractors that there is NO SOLICITATION allowed in the exhibit hall or meeting rooms of the Baltimore Convention Center during the SOT Annual Meeting and ToxExpo.